The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks Sr. Administrative Coordinator to support the Environment Program.
About the foundationThe William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with our partners, we are harnessing society's collective capacity to solve our toughest problems — from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.
Globally, we make grants to address both longstanding and emerging challenges like our efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. Our U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area we call home, we make grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. All our grantmaking also invests in advancing racial justice and in strengthening the effectiveness of our grantees, and of philanthropy itself. The Hewlett Foundation's assets are approximately $12.8 billion with annual awards of grants totaling more than $600 million. More information about the Hewlett Foundation is available at: www.hewlett.org
About the positionThe Sr. Administrative Coordinator is a key member of the Environment Program team, providing administrative support to the Program Director, and assisting with coordination between the Environment team and the larger Foundation. Tasks will include planning, tracking, and managing travel, expense reports and scheduling for the Environment Program Director, and as needed, for other Environment staff, as well as assisting with scheduling and logistics for events such as program retreats and monthly team meetings, contributing to projects to strengthen team culture, as well as other program-wide activities.
Essential duties and responsibilitiesAdministrative support for the Director Coordinate Environment Program Director's schedules and calendars, including complex travel planning, preparation, and logistical support.Prepare and submit Director's expense reports through Concur.Support broader Environment team as needed with calendaring and expenses for team-wide activities.Support Program Operations Manager in relationships with various internal departments, including answering Environment Program related questions from staff members and external partners, as well as triaging inquiries from outside organizations.Other administrative duties and special projects as requested.Program-wide coordination Support Director in scheduling staff meetings and other internal and external meetings as needed.Assist the Program Operations Manager with annual retreat planning including budget monitoring and contracting with hotels and restaurants, as needed.Manages process and execution for team-wide Environment program contracts and invoices.In collaboration with the Program Operations Manager, assist with gathering materials for the board of directors on behalf of the team. This includes coordinating materials with the team and ensuring deadlines are met.Required skills and knowledge5 years of prior experience in an administrative or support role, with a preference for experience in a grantmaking organization.Healthy growth mindset, a disposition or preference to work in teams, as well as proven problem-solving skills and a proactive work style.Demonstrated effective organizational skills, with a strong attention to detail.Ability to exercise good judgment and discretion.Strong technology skills; with high proficiency with the Microsoft Office Suite.Proven ability to manage and provide "traffic control" for a significant volume of incoming communications, predominantly by email.Project management skills with an orientation and/or willingness to learn and acquire new skills.Strong written and oral communication skills, including interpersonal skills and an ability to collaborate effectively with a variety of people.Bachelor's or Associate's (or equivalent experience) degree preferred.
Physical demands/work environmentThe physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The position is based in Menlo Park, California. Staff are working in a hybrid environment and currently expected to work from the Hewlett Foundation office at least 2-3 times per week (Tuesdays and Wednesdays are required). While performing the duties of this position, the employee is required to spend extended periods of time at a computer. The Foundation requires all staff, vendors, and visitors accessing the office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19.
Compensation and BenefitsThe Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $85,000-$105,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.
How to applyPlease apply online and submit a resume and cover letter explaining how your skills fit this position to the attention of Human Resources.
The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.
